The governing board must keep minutes of the meeting. They are required to make a copy available on request without delay. These will help the family decide whether to request a review and can act as a useful record in the event that a review is requested.
However, the minutes from the governing board hearing are rarely a comprehensive transcript. In order to evidence what was said, it will be helpful to either get the minutes amended with your corrections or have a record of your objections made contemporaneously so that you can rely on them later.
You can obtain a copy of the minutes and request amendments to them by following three steps:
- Write to the clerk to the school’s governing board to request a copy of the minutes. See downloads section for a suggested wording document
- Review the minutes and check them against your notes. Amend the minutes by inserting important missing information and correcting important errors;
- Write to the clerk requesting that the corrections be reviewed and the minutes updated. See downloads section for a suggested wording document
- Requesting minutes from the governing board hearing
- Requesting that the clerk to the governing board make amendments to the minutes
Once you have requested amendments to the minutes or are satisfied that they contain the relevant information, continue to the next step.